Harris County Community Services Department

1. To insert your company logo on this slide • From the Insert Menu • Select “Picture” • Locate your logo file • Click OK • To resize the logo • Click anywhere inside the logo. The boxes that appear outside the logo are known as “resize handles.” • Use these to resize the object. • If you hold down the shift key before using the resize handles, you will maintain the proportions of the object you wish to resize. Harris County Community Services Department PY 2013 Community Development Block Grant(CDBG) Subrecipient Orientation February 19, 2013

2. Public Services, Grants Management Staff713-578-2000 Manager Esmeralda Gonzalez x2106 Senior Project Monitor Natalie Garcia x2065 Project Monitors Demetra Davis x2142 Debbie Hayes x2217 Michelle Leija x2202 Ron Smith x2128 Rent Specialist Martha Stafford x2213 Project Assistant Shalla Bass x2127

3. CONTENTS OF FOLDER • Welcome letter • Subrecipient Orientation Acknowledgment • Copy of presentation • CD containing: • Programmatic reporting templates and guidance material • Financial reporting templates and guidance material

4. New this Program Year • Subrecipients must maintain source documentation to evidence household income as well as eligibility under the “Presumed Benefit” categories in accordance with 24 CFR 570.506 (b)(1)(3)(i).

5. CDBG Overview National Objective Benefit Low/Moderate Income Persons Eligible Public Service Activities Provision of public services including but not limited to general welfare services such as the provision of food and clothing, health services, educational services, youth enrichment and juvenile delinquency prevention programs and employment and job development services.

6. Harris County Service Area Restriction on location of activities (24 CFR 570.309): • Subrecipients funded by CSD will provide activities to persons who reside in the Harris County service area. • Prior to providing assistance, service area eligibility must be determined by conducting an address search utilizing the HarrisCounty Appraisal District (HCAD) web page. ww.hcad.org • The CSD service area includes the unincorporated areas of Harris County outside of the cities of Houston, Baytown and Pasadena. Included in this service area are the 15 cooperative cities of Bellaire, Deer Park, Galena Park, Humble, Jacinto City, Katy, La Porte, Morgan’s Point, Seabrook, Shoreacres, South Houston, Tomball, Waller, Webster, and West University Place.

7. 51% of persons served must be very low/low/mod incomeAnnual Income is not reported for persons that are “Presumed Benefit” INCOME LEVELS & HOUSEHOLD SIZE Source: U.S. Department of Housing and Urban Development Effective December 11, 2012

8. Notes on Household Income • Include the income of all household members. • Use the gross amount, before any payroll deductions, when calculating income. • Income source documentation must be current. • Annual Income includes: • Wages, salaries, overtime pay, commissions, fees, tips and bonuses • Unemployment payments • Disability compensation • Worker’s compensation • Severance pay • Alimony and child support payments • Net income from the operation of a business or profession • Temporary Assistance for Needy Families (TANF) • Social Security and Social Security Income

9. Notes on Household Income • Annual Income does not include: • Income from employment of children, including foster children, under the age of 18 years • Payments received for the care of foster children or foster adults • Lump-sum additions to family assets • Income of a live-in aide • Food Stamps or Women, Infants, and Children (WIC) benefits

10. Income Documentation • Examples of source documentation for limited clientele (51% low-mod): • Employment check stubs • Social Security Income/Social Security Disability Income award letter • Veterans Administration award letter • Copy of “free/reduced lunch” school letter specific to family

11. Scenario # 1 • What source documentation needs to be in the client file if the annual household income is reported on the IEF and Client Data Report as $5,200?

12. Answer: • The file must maintain a current (related to date of service) copy of income source documentation, i.e. employment paycheck stub, SSI award letter, child support income verification form, unemployment benefits letter.

13. PRESUMED BENEFIT Activities that exclusively serve a group of persons in any one of the following categories are presumed to benefit persons, 51% of whom are low and moderate income: abused children battered spouses elderly persons severely disabled adults homeless persons illiterate adults persons living with AIDS migrant farm workers

14. Source Documentation • Examples of source documentation for: • Seniors – copies of ID, Drivers License, Social Security Award Letter • Disabled – Social Security Disability Income letter, physician letter • Abused and neglected children – referral documenting “abused child status”

15. Scenario # 2 • What source documentation needs to be in the client file if the client’s age is reported on the IEF and Client Data Report as 62, and household income is reported as “presumed benefit?”

16. Answer: • The file must contain a copy of the ID, Drivers License, or SS award letter.

17. AGREEMENTS • Agreements were drafted based on applicants’ Request for Proposals (RFP’s) submitted to CSD for PY2013 funding • PY2013 Time of Performance: March 1, 2013 to February 28, 2014 • At the discretion of HCCSD management, no more than two (2) budget revision requests shall be allowed each year, to be submitted no later than 90 days prior to the end of the program year. • Cut-off to submit your budget revision request: November 30, 2013

18. Agreements • Refer to Exhibit A: Scope of Services and Exhibit B: Budget • Activity • Unit Definition • Cost per Unit of Service • Total No. of Units Per Activity • Maximum Total Cost Per Year • PY2013 Number Served

19. PY2013 Programmatic Reports • Coversheet / Checklist • Project Status Report • Client Data Report • Tally Sheet • Individual Eligibility Forms • Employee Data Report • Mid-Year Report or Annual Performance Report

20. Important notes on monthly reports • Check your Agreement for monthly reports due date. • For projects that expend funds early, submission of monthly reports with no new persons/services is not required. • Ensure corrections are carried forward to the next monthly report to avoid resubmitting reports.

21. Scenario # 3 • What forms need to be submitted for each new person if your Project Status Report for the period ending March 2013 indicates that your agency has served 20 new eligible persons?

22. Answer: • Your agency must submit a PY2013 Individual Eligibility Form (IEF) and Harris County Appraisal District (HCAD) print-out for all 20 new persons served.

23. Scenario # 4 • What must your agency make sure to do on the Project Status Report if you have attained 20% of your contract goal and you should have attained 50% of your goal through August 2013?

24. Answer: • Your agency must provide an explanation on the Project Status Report to explain why your project is not on target for the reporting month of August 2013. Should your agency consistently fail to comply with the requirement of timely level of performance and expenditures, a desk finding will be issued.

25. Scenario # 5 • Which monthly reports need to be corrected if for the period ending May 2013 you reported 20 new clients; however 3 new clients were disallowed?

26. Answer: • The following reports need to be corrected: • Project Status Report • Client Data Report • Tally Sheet

27. Subrecipient Monitoring • See handouts “Subrecipient Preparation for Monitoring” and “Subrecipient Monitoring Checklist” • Notice letter 15-30 days prior to the visit • Entrance conference • Participant eligibility, activities provided, and consistency with terms of the Agreement, Policies & Procedures, Section 504 survey are reviewed • Exit conference • Results letter within 30 days after the visit • Findings • Concerns • Response letter from Subrecipient in 30 days • Response letter from CSD in 30 days

28. Important Points • Section 504 survey will be reviewed for applicable updates • Grantor Recognition • Spell out “Harris County Community Services Department” • Keep all items that document grantor recognition in a Grant File for review during the monitoring visit (press releases, media announcements, fundraising brochures, newsletters, pamphlets, print-out from agency website) • Units of Service in the client files should match the amounts reported under Units of Service in the Client Data and Project Status Reports

29. Questions & Answers: Programmatic Forms Can I report duplicate clients on the Tally Sheet? When are the programmatic forms due? If my project is not on target for reporting month what must I do?

30. Break Time After the break: Finance Staff Presentation Please turn in the Orientation Acknowledge form before you leave.